How to setup a Windows Print Server and deploy printers using Group Policy

Introduction

This tutorial will guide you through the process of setting up a Windows Print Server and deploying printers using Group Policy. By following these steps, you'll learn how to install necessary roles, add drivers, configure shared printers, and automate printer installations for users via Active Directory. This setup is beneficial for organizations looking to streamline printer management.

Step 1: Install Print and Document Services Role

1. Open Server Manager on your Windows Server.
2. Click on Add Roles and Features.
3. In the wizard, select Role-based or feature-based installation.
4. Choose your server from the server pool.
5. On the Roles list, select Print and Document Services.
6. Follow the prompts to complete the installation and restart the server if necessary.

Step 2: Add Printer Drivers to the Print Server

1. In Server Manager, navigate to Tools and select Print Management.
2. Right-click on Drivers and choose Add Driver.
3. Follow the wizard to select the appropriate printer drivers for your devices.
4. Ensure you install both x64 and x86 drivers if your environment includes both types of clients.

Step 3: Create TCP/IP Ports on the Print Server

1. In Print Management, expand the Print Servers section, then select your server.
2. Right-click on Ports and select Add Port.
3. Choose Standard TCP/IP Port and click Next.
4. Enter the IP address of the printer, then follow the prompts to complete the port creation.

Step 4: Setup the Shared Printer

1. In Print Management, right-click on Printers and select Add Printer.
2. Choose Add a network, wireless or Bluetooth printer.
3. Select the printer you want to share from the list.
4. On the sharing options, check Share this printer and provide a share name.
5. Finish the wizard to complete the printer sharing setup.

Step 5: Add the Printer to Active Directory

1. Right-click the shared printer in Print Management.
2. Select Properties and navigate to the Sharing tab.
3. Click on Additional Drivers and ensure the appropriate drivers are selected.
4. Navigate to the Security tab to set permissions for users or groups who can use the printer.

Step 6: Setup a Group Policy Object for Printer Deployment

1. Open the Group Policy Management Console.
2. Right-click on the domain or organizational unit (OU) where you want to apply the policy and select Create a GPO in this domain, and Link it here.
3. Name the GPO (e.g., "Printer Deployment") and click OK.
4. Right-click the new GPO and select Edit.
5. Navigate to User Configuration > Preferences > Control Panel Settings > Printers.
6. Right-click on Printers, select New and choose Shared Printer.
7. Enter the UNC path of the shared printer (e.g., \\PrintServer\PrinterName).
8. Use the Common tab to configure item-level targeting based on Active Directory security groups.

Conclusion

By completing these steps, you will have successfully set up a Windows Print Server and deployed printers using Group Policy. This setup will help streamline printer access across your organization. As a next step, monitor printer usage and manage drivers as needed to ensure optimal performance. If you encounter issues, refer to the print server logs or consult the Microsoft documentation for troubleshooting.